European, Mediterranean & Middle Eastern Conference on Information Systems 2010 (EMCIS2010) April 12-13 2010, Abu Dhabi, UAE
Developing a Qualitative Document Framework to Enhance Quality Adel Hamdan Mohammad, Computer Science Department, Applied Science University, Amman-Jordan,
[email protected] Wa'el Musa Hadi, Management Information Systems Department, Philadelphia University, Amman-Jordan,
[email protected] Samer Alhawari, Management Information Systems Department, Applied Science University Amman-Jordan,
[email protected]
Abstract There is an increasing order in digitized technology. This increasing order requires high qualitative document management system which can be used in secure fashion especially for organization with different branches and different location. In this paper we propose a qualitative document management framework which could be used for most organization with little adaptation based on organization nature. The proposed framework provides the necessary options for creating an effective document management system such as access, modify, search, retrieve and index of files. The proposed framework consists of several phases which are connected together in a sequential fashion and cannot be separate. Also it ensures reliability and quality if it is used in a proper way. If any organization used the proposed framework in creating its own document management system, the end product will be suitable for organization and guaranteed to satisfy users requirement since they are included in the development process .On the other hand, if the organization has its own document management system it will not be a difficult task to adapt the system in order to make it more sufficient and suitable for the organization needs. The stages involved in creating the proposed framework are very consistence; each stage has its own characteristics and merits. The requirements of each stage must be achieved precisely to reach success in your work.
Keywords: Document Management, Quality, Document Framework. 1- INTRODUCTION Due to the increasing change in technology and the continuous pressure on managing information properly, smoothly and efficiency, therefore, Computer users need help from expert people to help and show them how to address business-critical issues. Even though you know that you need support to help your organization to improve competence, profitability and productivity; you may not know where to begin [1]. Document Management is "the control of an organization's documents and their lifecycle, including how and when documents are created, reviewed, published, utilized, retained, and destroyed "[2]. Also Document management "controls the life cycle of documents in your organization. It controls how they are created, reviewed, published, and consumed, and how they are ultimately disposed of or retained ". An effective document management system should reflect the culture of the organization using it [3]. Undoubtedly, during the last decades, huge organization faced a challenge with the overwhelming amount of documents required by these organizations to manage and maintain. Not only large organizations must keep control over the increasing a mount of document but also smaller organizations have interests in this issue to sustain and develop [2, 4, 5].
European, Mediterranean & Middle Eastern Conference on Information Systems 2010 (EMCIS2010) April 12-13 2010, Abu Dhabi, UAE
A huge amount of papers and electronic documents are generated in large organizations because business grows and so files. The time and effort required to manage and maintain documents depend on the number of documents. So there is a need for a document management system to maintain and manage this sheer amount of document. Digital document management proposes the management of information and provides the ability to find, retrieve, and share all the documents [1, 6, 7]. It is known that most activities in any organization require and/or produce information. As a result, the function of any document is not only transporting information but also it is a necessary aid that integrates the functions of offices. The placeless document system is based on uniform interaction, user specific properties, and active properties. Uniform interaction integrates information from many sources. A user specific property means allowing users to categorize and manage shared documents in different methods that are relevant to them individually. Active properties carry code to be performed when specific operations are carried out on the documents to which they are attached. For example, a “backup” property can contain code that causes the document to be written to a tape [8, 9, 10, 11, 12, 13]. Classification and retrieval of documents determine the amount of necessary processing required. The document content is determined by two main factors: the procedures manipulating the document and the people involved in these procedures. Classification and retrieval needs the support of knowledge about the operational aspects. The type classification and retrieval depend on the meaning and usage of documents [14, 15]. Our study is therefore distinctive in that, it addresses one of the important issues in qualitative document management. We strongly believe that our study will help and provide guidance for the digitized technology, and researchers as to how the framework provides the necessary options for creating an effective document management system such as access, modify, search, retrieve and index of file. This paper is organized as follows. In the next section, we review relevant literature; section three explains digital document management, section four is about the effective document management requirements. Qualitative proposed Document Management framework is deteailed in section five. The last segment of this paper presents our conclusion.
2- RELATED WORK Aalst [16] developed a workflow language named XRL (eXchangeable Routing Language) for supporting cross organizational processes. XRL also uses XML for the representation of process definitions and Petri nets for its semantics. The tool uses XSLT (Extensible Style Language Transformations) to translate XRL specifications to a specific class of Petri nets called workflow nets. Sadiq [17] have studied the different issues in capturing workflow requirements and proposed a systematic layered modeling approach. Additionally, Morschheuser [18] present tools and methods to address problems in integrated document and workflow management with a case study involving offer processing of a machine tool company. His contribution is a process definition language designed to make a document oriented tool with a workflow engine more efficient. The idea of active document properties to document management applications is proposed by Dourish [19] which avoids traditional hierarchical storage mechanisms, reflects document
European, Mediterranean & Middle Eastern Conference on Information Systems 2010 (EMCIS2010) April 12-13 2010, Abu Dhabi, UAE
categorizations meaningful to user tasks, provides a means to integrate the perspectives of multiple individuals within a uniform interaction framework. Property based document management systems are augmented with the notion of active properties that carries executable code to enable the provision of document based services on a property infrastructure. A system to capture essentially freely structured documents, like those typically used in the office domain is presented in a system Mattos [20] that facilitates the handling of the containing information. Analyzed documents are stored in the document management system that is connected to several different subsequent services and serves as rudimentary workflow. File Net’s document management requirements together with its impact on system usage of a relational database have been presented by Whelan [21]. They present a workflow engine in conjunction with File Net's document technologies to automate production and ad hoc business processes respectively. Bagdanov [22] uses layout structure detected from scanned binary images of the document pages, using no Optical Character Recognition (OCR) results but instead using attributed relational graphs. Document classification based on visual similarity is presented by Hu [23] where interval encoding is introduced to capture elements of spatial layout. They propose a Hidden Markov model based page layout classification system that is trainable and extensible based on this spatial feature is described. Vikas Krishna [24] his contribution to the document management area is as follows: he has proposed a formal framework for the document schema definition which is the basis for defining the association between incoming documents and related schemas and business processes. In his work, he presents a rules engine to detect and classify unstructured forms, where the locations of attributes and visual layout are not fixed. Finally, he has built an architecture that supports the runtime of document flows powered by a corresponding authoring environment such that the document flows are dynamically configurable to an application, beyond what current workflow and document management products offer.
3- DIGITAL DOCUMENT MANAGEMENT First of all to begin the process of digital document management you have to convert paper or any other type of documents into a digital form. These forms can then be digitally managed and organized (retrieved, indexed, archived…etc). Files normally are stored on hard drive or any other optical disks. In addition files can associate useful information such as author, date created, date modified, and key words. Beside, files can be printed, shared, stored, viewed…etc. the level of security created by system administrator determined which document and users can read, write…etc. To get the maximum benefits of available documents, you need an appropriate document management system which allows you to easily search for files with active content. You can also produce a useful workflow system to move your files effectively and efficiently from one user to another and in a secure fashion [1, 8, 9, 10, 11, 12, 13]. A brilliant understanding of the overall process in your organization is required to get the long term success. The sensible development in hardware and software industry provides a way to solve most problems associated with document management system; for example document and workflow management systems ((DMS, WMS). The main problems for an enterprise in introducing such systems are the effective modeling of the supported business processes and the integration of existing application programs [4, 5]. It is not an easy task to manage
European, Mediterranean & Middle Eastern Conference on Information Systems 2010 (EMCIS2010) April 12-13 2010, Abu Dhabi, UAE
document and relation ship between them in an effective manner, large technical staff is needed to success. There is no standard model for building an effective document management system which comprises a set of subsystems that provide index, search, retrieve, workflow, archive, capture. Thus, every application is customized to achieve organization requirements. Building a standard model that can be used in most organizations with little adaptation is what we are going to do through this paper.
4- EFFECTIVE DOCUMENT MANAGEMENT REQUIREMENTS A successful document management system must have some criteria such as flexibility, support, workflow…etc. Workflow in document management includes document creation, retention and destruction. Document management does not mean storing you documents on hard disks only but it also means providing an easy way to access, modify, search, retrieve and index document in an effective and secure manner. Also a modern management system must have the ability to share documents in several ways such as mail, web links, and other methods. Beside the software must support an easy mapping of your organization or industry's standard document types and metadata (information about the documents) into the repository [2]. Finally a desired document management system must have powerful mechanisms such that the person who can access documents, types of documents can be accessed, users can be allowed to modify documents or not….etc. 4.1 Essential Components of Effective Document Management System Any efficient document management system provides the necessary options of basic document management system requirement such as access, modify, search, retrieve and index of files. In real life and when you implement a document management system, the solution is far away from the basics. To have a success document management system which designed for multiple users, multiple offices locations, there are several features must be considered and maintained. Most of these features are important to consider when selecting or building a document management system [1, 2, 3, 8, 10]. 4.1.1 Integration
When the organization introduces a new software or database system it creates a real challenge for organizations computer staff. It is very important that this new system will integrate smoothly and easily with other software application used by the organization. Integration is a real problem which can cause a real failure for any new system. In information technology, systems integration is the process of linking together different computing systems and software applications physically or functionally [1, 2, 3, 25, 26]. 4.1.2 Usability
Usability is a term used to denote the ease with which people can employ a particular thing. Usability is an important successful factor for any computer system. Also in document management system it is very important to have a document management system that is easy for use and adaptation. To have a usable document management system there are several main issues which must be achieved such as: Simple to capture data. Simple to find data. User friendly.
European, Mediterranean & Middle Eastern Conference on Information Systems 2010 (EMCIS2010) April 12-13 2010, Abu Dhabi, UAE
Flexible. Have feature to encouraging people to use it.
4.1.3 Indexing and Retrieval
In a recent survey, "three-fourths of executives said that information is their organization’s most important asset Ensuring that this information is readily available to the employees who need it is one of the major challenges for today’s executives" [1]. Retrieval in the electronic context can be quite complex and powerful. The main goal of any effective enterprise document management system is to search through thousands of files in order to get the information you want in a minimum effort and time which is not an easy task. If you can search for files with minimum time and effort, it means that you have a qualitative document management system. Some document management systems require that the user must know some information about document to search for. A helpful document management system allows users to search for files based on any type of information they know. 4.1.4 Storage and Archiving
Storing documents in a reliable place is an important issue. The storage media used for storing documents must be reliable and accommodate rapid changing in technology and an organization future growth. The heterogeneous types of documents which could be available in the organization should be compatible with all storage devices used in organization as well as emerging systems. Reliability and compatibility provide long term document storage and archiving. Rapid changing in technology (hardware and software) may cause organization to be uncertain to implement a document management system. It is really hard to predict what application and hardware will be used in the next decades. So most organizations are worried about availability and usability of their documents during next decades. On the other side the huge amount of document and the increasing order for faster retrieval means that organizations cannot wait to implement an acceptable solution [1, 2, 3 , 27]. 4.1.5 Distribution
Putting the right information in the right hand on the right hand is an essential task in document management system. It is important in a quality system to allow multiple users to access the same file at the same time and to allow distributing documents to authorized users weather they are inside or outside the organization by emails, web, CD, DVD, or any other media [1, 2, 3]. 4.1.6 Workflow
The importance of workflow is increasing the advantages of a document management system by automating the routing of documents to multiple users. This added functionality is vital for large organization with different locations and branches especially if they plan to expand their system and the nature of tasks. Beside that a qualitative workflow document management system should notify users about document management related system events depending on the policy determined by system administrators. One of the main necessary conditions which must be available in any qualitative workflow document management system is the ability to generate return receipts and time responses [1, 2, 3]. 4.1.7 Security
Nowadays, an important issue in any computer system is security. Security in document management system is an issue which cannot be ignored. A secure document management
European, Mediterranean & Middle Eastern Conference on Information Systems 2010 (EMCIS2010) April 12-13 2010, Abu Dhabi, UAE
system must permit every authorized person to perform his duties from any location such as his laptop, office, home, remote location and web without affecting the integrity of the system. A qualitative document management system gives the system administrators all the necessary tools to balance between access rights for users and required security features. Access right determines who can access the system (documents) and who cannot. Also if you have the access right to the system then the system showed determine what files or folders you have the right to access. Security feature determines the action that users can act on documents such as read only or full authority [1, 2, 3].
5- DEVELOPING AN IMPLEMENTATION PLAN FOR QUALITATIVE PROPOSED DOCUMENT FRAMEWORK In the following section we will propose a model for building a qualitative document management framework which could be used for most organizations to build there own system from scratch or even to modify previous system to be suitable for rapid changing in technology and business requirements.
Document Rollout
Document Requirements Analysis
Proper training Pilot testing
Hardware Software ………..
………..
Document Planning
Document Adjustment
Project Team Project Plan ……………..
Hardware modification? Software modification? ……………..
Document Testing
Document Design
Unit System …………..
System specifications Mangers Approval
………………….
Document Construction Approved Specification Well Documented ……………..
Figure 1 Qualitative Document Management framework
The proposed qualitative document management system is suitable for most organizations for building there own document management system from scratch or update their own system.
European, Mediterranean & Middle Eastern Conference on Information Systems 2010 (EMCIS2010) April 12-13 2010, Abu Dhabi, UAE
The proposed Qualitative document management framework consists of several phases which are connected together and cannot be separated. At any phase in the planning process if the organization faces a problem it can update the system to be modified. The final result is a complete system which can be run smoothly and efficiently in the customized environment. In the proposed framework, phases are connected together in a sequential fashion. This sequence does not mean that the system builders cannot go back to the previous stages if they discover a problem or some emergent issue occurs. In fact in this proposed framework you can go back to any phase and update the system to adequate emergent issue and solve problems without a big effect on the planning process. The final product is supposed to be a customized suitable system since it is build from the organization itself and should be included all document management system requirements and should satisfy user needs inside the organization. On the other hand if the organization has its own document management system it will not be a difficult task to adapt the system. In the following subsection we will focus on each phase of the qualitative document management framework proposed and determine its main functions and requirements. 5.1 Requirements Analysis Requirement analysis is the first step in the creation of a qualitative successful document management system. It is very important to complete the document management system within time and budget determined. In this initial phase there are many issues to be considered. First of all a complete analysis of required document that will be used must be done. The people who will be involved in the creation of the document management system and the people who will use it. Security issue must be carefully analyzed to be considered. The output of this phase is a summary report which explains all requirements in detailed.
Assess Documents The people who will build
???????????
Documents Requirements Analysis
Proposed environment (Network…)
Proposed Hardware
The ways people will use
Proposed software
Figure 2 Document Requirements Analysis
Once the requirements analysis is completed, the summary report should determine the proposed useful software and a justification of selecting any proposed software especially for the possibility for making future and rapid changing. Also the appropriate hardware
European, Mediterranean & Middle Eastern Conference on Information Systems 2010 (EMCIS2010) April 12-13 2010, Abu Dhabi, UAE
configuration must be determined, analyzed and justified. Also the summary report must determine the type of people who will be use to create the system (in case of building the system inside the organization, such as teams leader, coordinator, manger…). Also knowing exactly the type of users who will at the end use the system is an important issue in building the system since building a system for inexpert computer users is totally different from building a system for specialized computer users. Examining infrastructure used such as available network bandwidth, legacy system is an important issue which be considered in summary report. Finally in the summary report, any changes to the proposed solution must be documented and reviewed. 5.2 Planning Creating a work plan is a critical issue in any modern project. Planning means creating a master schedule to monitor progress. Work plan helps the managers to track project activities, milestone, progress, and any other emergent issues.
Document meeting
Support Plan
Project team
Document Planning
?????????
Project Plan
Project dividing
Figure 3 Document Planning
The plan phase must identify the people required to create or to adapt the project. Selecting peoples from distinct departments and knowledge background is an important issue for the success of the document system. Assigning rules and tasks for every team member is helpful in order to clearly define duty. In this phase dividing the overall project into distinct phases is an essential factor. Conducting regular meeting is helpful and can enhance the quality of the end product especially between project members and project leaders. Documentation of each meeting is a critical issue to monitor project progress and distribute information to other. Finally A written support plan may help to ensure that users of the system and system administrators have access to the proper support personnel when it is essential.
European, Mediterranean & Middle Eastern Conference on Information Systems 2010 (EMCIS2010) April 12-13 2010, Abu Dhabi, UAE
5.3 Design To understand and support design information sharing is a vital issue for a successful networked product development process. This information is normally stored in a different kind of documents within the company's product data management systems. Such system facilitates the product development process in any company by providing most recent necessary information to all the products developers. In almost all networked product development projects there are the same types of support for managing the design documents needed [28, 29, 30]. First of all we must document the design phase in details sine it is the first milestone of the project plan. Also another important issue is to develop and specify specification to meet the desired outlined in the requirement analysis phase. Delivering a copy of the design to all managers' level is an important issued to be reviewed and edited. An approval of all level of managers is needed.
Managers Review
???????????
Document Design
Mangers Approval
Figure 4 Document Design
System specifications
European, Mediterranean & Middle Eastern Conference on Information Systems 2010 (EMCIS2010) April 12-13 2010, Abu Dhabi, UAE
5.4 Construction Building the document management system is the first practical phase. Building must be done according to the requirement analysis and design specifications. Any modifications (if necessary) in building the system must be reviewed, edited by mangers. Also all changes must be added to the specification documents and agreed by all in charge people. Approved Specification
???????
Construction
Changes??? Approval
Well Documented
Figure 5 Document Build
5.5 Test The last step before rolling out the product is testing. In this phase a comprehensive test procedure must be done. It is very important to identify users who will test the system. It could also be useful to select some computer specialist users in testing the system who do not participate in building the system. People involved in testing
???????????
Unit Testing Individual components
Test Test hardware component
System testing Main component
Test main functions
Figure 6 Document Test
The proposed product is made up of individual components that must be installed and tested within an organization environment. Any software product could not be through out until it is
European, Mediterranean & Middle Eastern Conference on Information Systems 2010 (EMCIS2010) April 12-13 2010, Abu Dhabi, UAE
totally tested. Individual unit testing must be performed to insure functionality, and then an overall system testing must be performed to insure integrity. Also main test function must be performed such as scanning and document routing to verify that document system is working as expected. Hardware component testing could be useful to verify functionality. Finally an overall load testing should be conducted to ensure that the system provides the expected performance once produced. Network testing such as performance, bandwidth and server loads must be tested. 5.6 Adjustment After finishing a complete testing, there could be several functional or performance issues that require modifications and adaptations to hardware or software components. A formal report should be written based on the result of testing to specify all issues that need to be reviewed and modified. Any modifications on system specifications should be reviewed and analyzed by system mangers. Also all changes must be added to system specifications, after that these changes must be reported. In this phase moving back to initial phases is possible; this must be done in professional fashion and have to be documented. Well documentation of this phase could be helpful for the organization itself for the purpose of future use; it could also be useful for other organizations with similar functionality.
Well Documentation
Hardware Modifications
??????????? Revise
Software Modifications
Go back to initial phases?
Figure 7 Document Revise
After revision, modification should be done based on system specifications. Also a new testing for hardware and software component must be performed to verify that they function as expected. 5.7 Rollout The final step of any software product is the rollout. System should be rollout based on a precise plan. Before rollout the system you must ensure smooth transition to the new system. Rollout must be done based on a suitable plan. Pilot testing is highly recommended, during the pilot testing. You must monitor used patterns to ensure that the system will be used as anticipated and system component will support the planned usage. Training requirements are
European, Mediterranean & Middle Eastern Conference on Information Systems 2010 (EMCIS2010) April 12-13 2010, Abu Dhabi, UAE
critical issues in this phase. Also developing a method for users to communicate appropriate project team leaders is also an important issue.
Communication Plan
Pilot testing ????????????
Rollout
Proper plan for roll out
Proper training
Figure 8 Document Rollout
6- CONCLUSION Nowadays, due to high revolution in digital technology and with the increase order in document management systems it is very important to have qualitative document management framework. In this paper we develop a framework for creating a qualitative document management system. This study has mentioned the essential components that any effective document management system must have such as integration, usability, indexing, retrieval, storage, distribution, workflow and security. In this paper we propose a qualitative document management framework to be used for most organizations despite its nature. The proposed framework consists of seven consistent and sequential stages; each stage is important to specify the essential requirements of the end product. The success rollout in stage seven depends on working accurately during all previous stages. The proposed document management framework could be used for most organizations with little adaptation based on type of business and services offered to users or customers. It has many special characteristics which make it very suitable to be adapted and used. In this proposed document management framework and during the development process, if any new emergent issue occurs it will not be a problem to go back to initial phases and adapt the system to be modified according to new issues without too much trouble. The flexibility of the proposed document management framework can adapt to any organization needs and also can address the needs of multiple departments. The key solution for this proposed qualitative document management framework is the best selection for hardware, software, team leaders, and plan process. In summary; the nature of the proposed framework is very flexible. This flexibility means that the framework can be employed by most organizations. The organization needs only to follow the proposed stages in the framework and specify the requirements of each stage based on the type of organization type to have a successful product.
European, Mediterranean & Middle Eastern Conference on Information Systems 2010 (EMCIS2010) April 12-13 2010, Abu Dhabi, UAE
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European, Mediterranean & Middle Eastern Conference on Information Systems 2010 (EMCIS2010) April 12-13 2010, Abu Dhabi, UAE
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European, Mediterranean & Middle Eastern Conference on Information Systems 2010 (EMCIS2010) April 12-13 2010, Abu Dhabi, UAE
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